Family archives
Index a collection of family letters
An index records who wrote to whom, when, on what broad subject and where the paper is kept. It does not need to copy anything private. Keep topics general, note who may see each letter, and record how each date was found.
A text to start with
I have about [number] letters in [container or location]. For each one I can give: date or envelope postmark [details], sender [name], recipient [name], and a rough topic [topic]. Build an index row for each letter using only broad topic labels such as family news or travel. Flag anything private, and mark dates taken from an envelope instead of the letter itself.
Example request. Change the details to fit your situation.Family letter index
Index kept at: [ ] Physical location of letters: [ ] Letter number: [ ] Date on the letter: [ ] Postmark date as shown: [ ] Other envelope date and label: [ ] Basis for linking this envelope to the letter: [ ] Sender: [ ] Recipient: [ ] How sender and recipient were identified: [ ] Broad topic: [ ] Contains private information, yes or no: [ ] Access preference: [ ] Envelope kept with letter: [ ] Scan file reference, if any: [ ] Notes on condition: [ ]
Private details and borrowed dates
Keep topic labels broad enough for the intended audience and use the agreed access preferences for private letters. Record the date written on the letter separately from a postmark or other envelope date. Do not treat a postmark as proof of the writing or mailing date, or assume an envelope belongs with a letter without checking. Preserve uncertain sender and recipient identifications as questions, including handwriting guesses or initials expanded without a source.
Ask another agent to check the result
Check this index for private information that the topic labels reveal, and for any date that came from an envelope instead of the letter text. List each row where a date, name or topic was inferred without being marked as inferred.
Handle the originals with care
Fill in a few rows first and check that a relative could find a letter from the index alone. Decide who may read the index and who may read the letters, and write that into the access column. The Library of Congress personal digital archiving pages cover describing and organizing digital material, which can guide how you name any scans. Keep each letter with its envelope.